The document outlines the process for transcribing dictated medical reports from dictation to final report. It involves the following key steps: 1) Dictation is recorded digitally and sent to the transcriptionist; 2) The transcriptionist opens the necessary programs, prints a patient schedule, and transcribes the report while proofreading for errors; 3) The final report is saved and the transcriptionist emails the clinic contacts and provider to notify them the report is ready and address any questions. The process is then repeated for the next provider's reports.

1. FROM THE TIME OF DICTATION TO
COMPLETE REPORT
Virginia Brammer

2.  The entire process is digital and includes
many steps. The following may help you
understand the process better.

3.  When you dictate into either the speech mic
or the handheld protégé, it all goes into
what we call the VXP interface and then goes
to the transcriptionist via the VXP Player.
From there it is transcribed and this includes
the following:
 All clinic transcriptionists transcribe all
providers and all work is done oldest in first
out. We strive for a 48-hour turnaround time.

4.  The clinic transcriptionist opens the VXP
interface, player and Instant Text and starts
on the next provider in the day.

5.  She prints out a patient schedule for the
provider using Meditech.

6.  The clinic transcriptionist opens the dictation
and opens the Meditor program in Meditech
and the shared folder for transcription and
opens the appropriate provider’s folder and
transcribes the report and proofs for errors
or sends for QA then saves the report in
shared or sends to sign list if in Meditor
(Meditech).

7.  NOTE: It is very important that you know how
sensitive the speech mic and the handheld
Protégé are. They pick up every single noise
whether it is the spoken word, paper shuffling or
dropping a pencil. Sometimes that “background”
noise can really interfere with what is being
said, we cannot hear it to transcribe it, and then
a blank or incorrect word is the result. If you
forget to shut off the handheld protégé and
leave it on, for example, while in the car, it will
pick up personal conversations on the phone or if
you have someone in your car that you are
talking too. Or perhaps your pet will dictate –
they turn the protégé on and meow or bark into
the machine. So please make sure it is turned
off.

8.  The clinic transcriptionist will then E-mail
each clinic contact person(s) and the
provider with date of dictation, date of
transcription, if a complete day or partial
day transcribed and if a partial day, the
patients they transcribed and then any
questions or blanks are addressed to the
provider in that same E-mail. We send only 1
email to save time and cut down on
confusion as to who gets what.

9.  The transcriptionists move onto the next
provider and start the process over.

10.  I hope that you now have a better
understanding of what is involved in
transcribing your dictation and why we do
what we do.

11. OPENS VXP INTERFACE, THE VXP
PLAYER AND INSTATEXT
PRINTS OUT A PATIENT SCHEDULE
FOR THE PROVIDER SHE IS WORKING
ON
OPENS MEDITOR (MEDITECH) AND
SHARED TRANSCRIPTION FOLDER
TRANSCRIBES THE REPORT
PROOF READS THE REPORT OR
SENDS FOR QA
SAVES THE REPORT IN EITHER
SHARED OR SENDS TO SIGN LIST FOR
E-SIGNING
EMAILS THE CLINIC CONTACT
PERSON(S) AND CC THE PROVIDER
WITH ANY QUESTIONS OR BLANKS.
SHE WILL ALSO INCLUDE THE DATE
TRANSCRIBED AND IF A COMPLETE
DAY OR PARTIAL DAY
STARTS THE PROCESS OVER WITH
ANOTHER PROVIDER